Organize Using Outlook’s Color Categories

By May 6, 2019 May 9th, 2019 Tech Tip

Want to become more organized in Outlook? You can create your own color-coded labels with the Categorize feature to know at a glance what emails and calendar items are. Here’s how!

Outlook’s Categorize Feature

You can find the Categorize option in Outlook on the Ribbon or toolbar.

Categorize options on the Outlook Ribbon

You can start using the categories as is, or you can customize them with your own labels.

Changing the Category Labels

You can label the default color categories for your own needs.

  1. Go to Home > Categorize (in the Tags group) on the Ribbon
  2. From the drop-down list, choose All Categories.
  3. Click on the category you want to rename.
    Creating or Renaming Color Categories in Outlook
  4. Click Rename.
  5. Type the new name and hit Enter or click away.
  6. Click OK.

Adding more color categories

Run out of colors? You can create your own color categories.

  1. Go to Home > Categorize (in the Tags group) on the Ribbon
  2. From the drop-down list, choose All Categories.
  3. In the window that appears, click New.
  4. Enter a Name and choose a Color.
  5. Click OK.

Categorizing Items in Outlook

Now you can use these color-coded and labeled categories to organize not only your calendar appointments and meetings, but also your emails. For example, you may want to use a green color to denote all meetings and emails related to a work project.

To assign a color category to an item (an email or calendar appointment):

  1. Select an item.
  2. Go to Categorize (under the Home > Tags category) on the Ribbon.
  3. Choose a category from the drop-down menu.

OR

  1. Right-click on an item to see the menu.
  2. Choose Categorize and pick a color.

You can also assign a color when you’re creating a new appointment or meeting on your calendar. Just go to Tags > Categorize (under the Appointments tab on the toolbar) and pick a color.

Once you have your colors chosen and start categorizing items, you’ll be able to see at a glance how many meetings or tasks on your calendar relate to a certain topic.

Outlook Color Categories - Categorize in Outlook

You can also search for emails with certain categories applied, and other useful actions.


Recent Posts / View All Posts

Spring Cleaning Your Spam Filter WhiteList

Spring Cleaning Your Spam Filter Whitelist

| Security | No Comments
It's time to add your spam filter whitelist to your spring cleaning routine. For some of us who have been using the same spam filter for years, we may have a long list of allowed addresses or domains. Because phishing email is involved in 91% of breaches, I can't stress enough how important it is to manage your whitelist. As security has evolved, I continually find things that I did months or years ago that I would do differently today. So, I am learning to go back and review the things that are on autopilot to make sure they meet…
Security Awareness

Security Awareness Training: Time to Jump on the Bandwagon

| Security | No Comments
Human error. We talk about it all the time, but what exactly do we mean? Human error occurs when an individual does something with an unintended outcome. In cybersecurity, it’s easy to point the finger at employees as being an organization’s weakest link. An IBM study found that human error accounts for 95% of security incidents, yet security awareness training for employees often ends up on the back burner. But without appropriate security awareness training provided by the employer, how can employees truly know what to watch out for? Is security awareness training a priority? In a recent survey by…

Organize Using Outlook’s Color Categories

| Tech Tip | No Comments
Want to become more organized in Outlook? You can create your own color-coded labels with the Categorize feature to know at a glance what emails and calendar items are. Here’s how! Outlook’s Categorize Feature You can find the Categorize option in Outlook on the Ribbon or toolbar. You can start using the categories as is, or you can customize them with your own labels. Changing the Category Labels You can label the default color categories for your own needs. Go to Home > Categorize (in the Tags group) on the Ribbon From the drop-down list, choose All Categories. Click on…